What to buy for a senior fair

A senior fair needs more than tables and exhibitor stands. Visitors should be able to find registration quickly, sit down comfortably, get coffee or tea without queues, and take information materials home. Plan tableware for the expected attendance, plus clear stand signs, name badges and printed floor plans. Order catering and drinks early, especially after collecting dietary requirements. Use this list alongside your event plan to check what must be bought, borrowed or reserved.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 24
Chairsqty 100
Bar stoolsqty 6
Coat racksqty 2
Folding chairsqty 12
Waste binsqty 8
Stoolsqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 16

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Tabletsqty 2
Microphonesqty 2
Speakersqty 2
Presentation screen
Cable reelsqty 2
Charging cablesqty 6

Decorations

Welcome sign
Stand signsqty 24
Tableclothsqty 24
Name badge holdersqty 30
Flagsqty 6
Flower arrangementsqty 8
Photo framesqty 8
Plantsqty 8

Lighting

Standing lampsqty 6
LED light stringsqty 4

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 8
Pliersqty 8
Washing-up basinsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cart
Glovesqty 8
Hand soap dispensersqty 6

Registration

Registration tablesqty 2
Clipboardsqty 6
Ballpoint pensqty 30
Name badgesqty 120
Wristbandsqty 120
Cloakroom numbersqty 120
Information brochuresqty 250
Floor plansqty 150
Program leafletsqty 150

Safety

First aid kit
Flashlightsqty 3
Non-slip matsqty 6
Cable traysqty 12
Iconsqty 20

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 3 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 3 cases
- Beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Wholemeal rolls - 100 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Pears - 5 kilo
- Bananas - 4 kilos
- Mandarins - 5 kilos
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Salted crackers - 8 packs
- Butter cookies - 8 packs
- Mini currant buns - 100 pieces
- Spice cake - 6 pieces
- Whipping cream - 8 spray cans
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 500 pieces
- Paper towels - 8 packs
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfecting wipes - 8 packs
- Paper towels - 12 rolls
- Plastic gloves - 4 boxes

Tips

Allow one chair per expected visitor seat, plus extra folding chairs for peak periods. Reserve them at least two weeks before the fair if the venue does not have enough seating.
For a two-hour fair, plan roughly 2 cups per visitor if coffee or tea is served, and 1 water glass per visitor. Add about 10% extra tableware for breakage and unexpected guests.
Prepare one name badge for every exhibitor, speaker and organiser, plus around 10% spare badges. Print registration lists and the floor plan no later than the day before the fair.
Check the coffee machines, kettles, coolers, extension cords and power strips before shopping. A separate power strip for each refreshment or presentation area prevents last-minute cable problems.
Buy or prepare one welcome sign and one stand sign for each participating organisation. Pack signs, information materials and registration supplies together so they can be placed immediately on arrival.

Frequently asked questions

What do I need for a senior fair?: Plan seating, tables, exhibitor signs, name badges, registration lists, information materials, coffee and tea equipment, drinking glasses, catering supplies and waste bins. Check the equipment at least 24 hours before opening.
How much coffee and tea should I buy for a senior fair?: For a two-hour fair, allow about 2 hot drinks per visitor, with roughly 60% coffee and 40% tea unless registrations suggest otherwise. Add 10% extra cups, tea glasses, sugar and milk.
How many chairs do I need for a senior fair?: Provide one chair for each planned seated visitor and add 10% extra for busy periods. If exhibitors also need seats, count those separately and reserve additional folding chairs at least two weeks ahead.
When should I order catering for a senior fair?: Order catering at least 7 days before the event, after collecting dietary requirements. Confirm the final guest count and special meals 2 to 3 days before the fair.

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